BookLive can automatically remind clients when their timeline or setlist is due — and again if the deadline passes without a response. This takes the manual follow-up off your plate and ensures clients fill in the information you need before the event. This article explains how to configure default due dates at the group level and how to adjust them per performance.
Before You Begin #
- You must be a group leader or co-leader to change Group Settings.
- Automated reminder emails are only sent when a client has a signed contract on file and has been granted timeline or setlist edit access in the Client Portal.
- Clients who have Disable System Emails enabled on their record will not receive these reminders. See Disabling Automated Emails for a Client in BookLive for details.
How It Works #
Each performance in BookLive can have a Timeline Due Date and a Setlist Due Date. When these are enabled and a client email is on file, BookLive automatically sends two reminder emails:
- A reminder 7 days before the due date, prompting the client to complete the timeline or setlist in the Client Portal.
- An overdue reminder if the due date passes and the timeline or setlist hasn’t been finalized.
Once the timeline or setlist is finalized (locked), reminders stop automatically.
Step 1: Set Group-Level Defaults #
You can configure default due dates that apply automatically to every new performance you create. This saves time so you don’t have to adjust each performance individually.
- Log in at https://booklive.com/login.
- In the left sidebar, click Settings, then select Group Settings.
- Scroll to the Reminders section.
- Locate the following settings:
- Send Client Timeline Reminders — master toggle to enable or disable automated timeline reminder emails to clients.
- Send Client Setlist Reminders — master toggle for setlist reminder emails.
- Default Timeline Due Date — the number of days before the performance date to automatically set as the timeline due date. Default is 60 days before the event.
- Default Setlist Due Date — the number of days before the performance date for the setlist due date. Default is 14 days before the event.
When you create a new performance, BookLive automatically calculates and sets the due dates based on these defaults. For example, if your event is on October 15th and your Default Timeline Due Date is 60 days, the timeline due date will be set to August 16th.
Step 2: View or Adjust a Due Date on a Specific Performance #
You can see and modify the due dates for any individual performance at any time.
- Open the performance from your Performances list.
- Click the Timeline tab.
- At the top of the tab, you’ll see the Timeline Due Date and Setlist Due Date fields, along with a toggle to enable or disable each one.
- To change the due date, click the date field and pick a new date, or adjust the number of days before the event.
- To turn off reminders for this specific performance, toggle the due date off. This won’t affect your group-wide defaults or other performances.
Step 3: Make Sure the Client Has Portal Access #
Timeline reminders are only sent if the client has been given edit access to the timeline in the Client Portal. If you haven’t enabled client timeline access, clients will receive a reminder but may not be able to act on it.
To grant access:
- On the performance, click the Client Portal tab.
- Under Timeline Access, ensure the client is allowed to edit the timeline.
See Allowing Clients to Add Timeline Events in BookLive for more details on client timeline access.
Tips & Notes #
- Finalizing stops reminders. Once you lock the timeline or setlist, BookLive automatically stops sending reminders for that item — no action needed on your end.
- Reminders require a signed contract. BookLive only sends these automated reminders for performances where the client has signed a contract. If no contract has been signed, reminders won’t go out even if a due date is set.
- Adjusting the default doesn’t update existing performances. Changing the Default Timeline Due Date or Default Setlist Due Date in Group Settings only affects future performances. Existing performances keep their current due dates until you update them individually.
- Setlist and timeline are separate. You can enable reminders for one without enabling them for the other. For example, if your group doesn’t use the client-facing setlist feature, you can leave Setlist Reminders off while keeping Timeline Reminders active.
